Administrative Associate, McDonald Observatory

utaustin; United States; On-site; USD 32,000 - 52,000; Full time

Benefits offered by this job

Health benefits

Insurance options

Vacation and holidays

Retirement plans

FSAs

Job summary

The University of Texas at Austin invites applications for an Administrative Associate at McDonald Observatory in West Texas. This role provides essential administrative support to the Superintendent's office and the Austin Business Office, coordinating travel, calendars, and daily operations.

The position requires a high school diploma or GED with clerical experience, strong Microsoft Office skills, and excellent written and verbal communication.

Qualifications

• High school graduation or GED and at least five years of clerical experience or one year of experience at the Administrative Assistant level with a Bachelor's Degree.
• Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.
• Strong interpersonal and problem-solving skills.
• Excellent oral and written communication skills, with strong writing and proofreading skills.
• Ability to work independently and as part of a team.
• Ability to interact and maintain productive working relationships with staff, visitors, and residents and maintain a positive and professional demeanor.
• Ability to assess workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines and manage concurrent projects in multiple areas successfully.
• Ability to learn quickly and be flexible.
• Experience taking ownership of projects and seeing them through to successful completion.
• Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.
• Competencies for the position include accuracy and attention to detail, decision-making and critical thinking, effective communication, initiative, problem-solving, interpersonal relationships, and service excellence.
• Relevant education and experience may be substituted as appropriate.
• Experience using UT mainframe, Workday, and UT web applications.

Responsibilities

• Administrative Support. Support the administrative and clerical operations for the Superintendent and office staff.
• Helps with shipping and receiving packages and mail and ensures the proper recipients are contacted.
• Maintain site calendar.
• Process documents per University policies and procedures, including workers comp insurance.
• Coordinates site-wide university vehicle registrations and insurance.
• Coordinates travel for Superintendent and staff.
• Composes and proofreads departmental correspondence.
• Prepares required documentation for special events and assists with special event staffing.
• Provide notary services and drive UT vehicles as needed.
• Ensures confidentiality and maintains a professional manner with staff and the public.
• Performs other related functions to meet business needs as necessary, including evenings or weekend work.
• Prepares and processes payment vouchers for goods and services received at the Observatory.
• Receives, records, and deposits payments for the on-site residents.
• Assists with Pro-Card logs and reconciliations of the ProCard for staff reporting up to the Superintendent.
• Reconciles bank accounts, including the Imprest Funds, and serves as the petty cash custodian.
• Maintains and posts purchasing and payment information to the local accounting database.
• Reconciles Mt. Locke West Texas accounts and prepares detailed monthly reports, including appropriate use of funds.
• Prepares billing information and invoices for tenant facilities in consultation with the Austin Business Office.
• Serve as a point of contact for West Texas staff on business procedures in accordance with University policies and procedures, ensure compliance (including for the Superintendent's office), and coordinate with the Austin Business Office as appropriate.

Skills

Interpersonal skills

Problem solving

Written communication

Teamwork

Independent work

Education

High school diploma or GED

Bachelor's degree

Tools

Microsoft Office

Excel

Word

Job description

Job Posting Title:

Administrative Associate, McDonald Observatory ----

Hiring Department:

McDonald Observatory ----

Position Open To:

All Applicants ----

Weekly Scheduled Hours:

40 ----

FLSA Status:

Non-Exempt from FLSA ----

Earliest Start Date:

Immediately ----

Position Duration:

Expected to Continue ----

Location:

MCDONALD OBSERVATORY ----

Job Details:

General Notes

This position provides administrative support to McDonald Observatory's West Texas operations. The McDonald Observatory is a major astronomical research observatory located 16 miles from Fort Davis, Texas (440 miles from the UT Austin campus), and this position is located at the observatory. This position reports to the executive assistant in the Superintendent's office and works closely with the Austin Business Office.

The University of Texas at Austin provides an outstanding benefits package to staff. For more details, please see https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards .

Competitive health benefits (Employee premiums covered at 100%; family premiums at 50%).

Vision, dental, life, and disability insurance options.

Paid vacation, sick leave, and holidays.

Teachers Retirement System of Texas (a defined benefit retirement plan).

Additional voluntary retirement programs: tax-sheltered annuity 403(b) and a deferred compensation program 457(b).

Flexible spending account options for medical and childcare expenses.

Purpose

This position provides strong administrative support for the McDonald Observatory West Texas operations and works collaboratively with West Texas staff and the McDonald Observatory Austin Business Office.

Responsibilities

Administrative Support. Support the administrative and clerical operations for the Superintendent and office staff. Helps with shipping and receiving packages and mail and ensures the proper recipients are contacted. Maintain site calendar. Process documents per University policies and procedures, including workers comp insurance. Coordinates site-wide university vehicle registrations and insurance. Coordinates travel for Superintendent and staff. Composes and proofreads departmental correspondence. Prepares required documentation for special events and assists with special event staffing. Provide notary services and drive UT vehicles as needed. Ensures confidentiality and maintains a professional manner with staff and the public. Performs other related functions to meet business needs as necessary, including evenings or weekend work.

Financial. Prepares and processes payment vouchers for goods and services received at the Observatory. Receives, records, and deposits payments for the on-site residents. Assists with Pro-Card logs and reconciliations of the ProCard for staff reporting up to the Superintendent. Reconciles bank accounts, including the Imprest Funds, and serves as the petty cash custodian. Maintains and posts purchasing and payment information to the local accounting database. Reconciles Mt. Locke West Texas accounts and prepares detailed monthly reports, including appropriate use of funds. Prepares billing information and invoices for tenant facilities in consultation with the Austin Business Office.

Compliance. Serve as a point of contact for West Texas staff on business procedures in accordance with University policies and procedures, ensure compliance (including for the Superintendent's office), and coordinate with the Austin Business Office as appropriate.

Required Qualifications

High school graduation or GED and at least five years of clerical experience or one year of experience at the Administrative Assistant level with a Bachelor's Degree.

Experience with Microsoft Office suite, including an intermediate skill level in Excel and Word.

Strong interpersonal and problem-solving skills.

Excellent oral and written communication skills, with strong writing and proofreading skills.

Ability to work independently and as part of a team.

Ability to interact and maintain productive working relationships with staff, visitors, and residents and maintain a positive and professional demeanor.

Ability to assess workload and prioritize tasks while demonstrating attention to detail and accuracy to meet deadlines and manage concurrent projects in multiple areas successfully.

Ability to learn quickly and be flexible.

Experience taking ownership of projects and seeing them through to successful completion.

Ability to undertake and complete tasks with minimal supervision and exhibit individual initiative in meeting the functions of the position.

Competencies for the position include accuracy and attention to detail, decision-making and critical thinking, effective communication, initiative, problem-solving, interpersonal relationships, and service excellence.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Experience using UT mainframe, Workday, and UT web applications.

Knowledge of th